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Job summary

The Department for Levelling Up, Housing and Communities (DLUHC) is seeking an Information Management Officer within its Knowledge and Information Management (KIM) team, part of the Digital directorate. The KIM team is responsible for managing the department’s knowledge and information, including ensuring compliance with the Public Records Act and other information rights legislation. You will be part of a small team, liaising closely with the wider KIM team and with stakeholders across the department to promote KIM best practice and raise awareness of KIM policy and guidance; handling information management queries; and work as part of KIM project teams to improve information management and the effective use of IT platforms across the department. 

You will have KIM experience and excellent digital literacy and will enjoy working independently and with a range of people. You will be enthusiastic about the benefits of KIM and able to actively promote good practice. You will assist with coordination of a network of colleagues with an interest in KIM, building strong, professional relationships, providing and signposting appropriate advice, guidance, and training. You will have a good working knowledge of Microsoft 365, particularly Teams and SharePoint, and will keep up to date with changes on the systems and how these will impact on KIM within the department. You will also contribute to projects, both within the KIM team and providing KIM input to wider departmental projects.

Job description

      1.    Responsible for KIM outreach and training
•    building and maintaining relationships with stakeholders across the department
•    identifying knowledge gaps and developing and maintaining appropriate guidance and training packages  
•    attending team meetings and other events to promote good KIM practice  
•    developing and leading a network of KIM champions, supporting them to building good KIM practice in their area  

       2. Updating KIM guidance and policy
•    Managing the KIM guidance and policy SharePoint site available to all DLUHC staff, including site editing and design 
•    Contribute to the development of procedures and guidance to ensure the department’s information is managed in accordance with relevant legislation and cross-government guidelines 

       3. Improving management of department’s information
•    Managing data stored in SharePoint and legacy systems, ensuring that appropriate structures and protection are in place  
•    Carry out routine reviews of information held by the department and work with information owners to improve information management and compliance
•    Answering ad hoc queries from DLUHC staff on how to manage their information
•    Keeping up to date on changes to the Microsoft 365 suite and understanding any potential impact on KIM    

         4. Contributing to wider KIM priorities and projects as required
•    Working with the wider KIM team to continually improve the services offered to the department 
•    Contribute to projects looking at the department’s use of Microsoft 365 products and services to enhance usability and efficiency, promote collaborative working and improve information storage 

         5. Search
•    Assisting in digital search across a range of systems and platforms, keeping accurate records of search activity for audit purposes  
•    Assisting in the running of the library service, applying search skills to assist with requests for finding published information  

Person specification

Essential

1.    Experience of working in a knowledge and information management role or holds a relevant knowledge and information management qualification.  
 
2.    Good working knowledge of SharePoint, Teams and Microsoft 365.   

3.    Understands how to manage and organise information effectively and to apply good KIM principles in their own work · 
 
4.    Experience or good understanding of how digital systems can be customised or configured to assist information management.  

5.    Experience of searching across digital systems, including awareness of the impact of metadata, use of search operators, and awareness of how different systems approach search.  

6.    Experience of working as part of a team and with a range of stakeholders to deliver shared outcomes and establishing relationships

Desirable

•    Working with stakeholders to identify information skills gaps and develops relevant services, training, advice or guidance proactively to meet business needs.   
•    Experience of reviewing procedures and systems around information management to identify improvements and simplify processes to ensure all data and information is managed effectively
•    Understands the different business requirements for protecting information and applies the appropriate standards and policies for handling, storing, disseminating and preserving it.   
•    Understands the need to manage information throughout its lifecycle and applies agreed retention and disposal policies.   
•     Microsoft Purview eDiscovery would be an advantage

Behaviours

We'll assess you against these behaviours during the selection process:

• Communicating and Influencing

• Working Together

• Managing a Quality Service

Benefits

Alongside your salary of £32,178, Department for Levelling Up, Housing and Communities contributes £8,688 towards you being a member of the Civil Service Defined Benefit Pension scheme. Find out what benefits a Civil Service Pension provides.

• Learning and development tailored to your role

• An environment with flexible working options

• A culture encouraging inclusion and diversity

• A Civil Service pension with an average employer contribution of 27%

Things you need to know

Selection process details

This vacancy is using Success Profiles (opens in a new window), and will assess your Behaviours.

We are for everyone 

At DLUHC we value diversity and inclusion and actively encourage and welcome applications from everyone, including those that are underrepresented in our workforce. We promote equality of opportunity in all aspects of employment and a working environment free from discrimination, harassment, bullying and victimisation. 

We would strongly recommend that applicants get in touch with the vacancy manager to find out more information about this role. 

We are for everyone 

CV and Cover Letter Declaration 

We recruit based on your knowledge and skills, and not background, gender or ethnicity - this is called name blind recruitment. 

Please remove references to your: 

• name/title

• educational institutions

• age

• gender

• email address

• postal address

• phone number

• nationality/immigration status

You will need to merge your CV and covering letter into one document. When submitting your application Applied will ask you to upload a CV, when doing this you should upload your merged document of your CV and covering letter. 

Most of our campaigns utilise multiple assessors and so it is possible that your application would be viewed by different assessors. 

At sift, through your CV and covering letter you will be assessed against the experience and skills listed in the person specification and essential criteria.

Your covering letter should be no more than 1 page referencing how you meet the criteria set out in the person specification. 

The interview will be of a blended nature consisting of technical and behaviour based questions as listed in the advert.

In full the campaign will test the below Success Profile Elements: 

Experience: Yes - Experience questions will be based around the essential skills and criteria as listed in the job description 

Technical: Yes - Technical questions will be based around the essential skills and criteria as listed in the job description.

Behaviours: Communicating and Influencing, Working Together, Managing a quality service

We do not consider direct CV applications – you must apply for this role via the application link on Civil Service Jobs: 

Please note that near miss offers may be made at the lower grade to candidates who do not meet the grade criteria for this campaign 

HEO salary 

• The salary for this role is £32,178 (National). 

• For existing civil servants, the usual policy on level transfer and promotion will apply and is non-negotiable. 

Benefits 

Transfers across the Civil Service on or after 4 October 2018: 

Any move to DLUHC from another employer will mean you can no longer access childcare vouchers. This includes moves between government departments. You may however be eligible for other government schemes, including Tax-Free Childcare. Determine your eligibility at https://www.childcarechoices.gov.uk. 

For further information about the benefits available to DLUHC employees, please see the attached Candidate Pack. 

Location 

• Wolverhampton

• Darlington* 

• Hastings

There may be opportunities for candidates to work flexibly depending on the business needs. This will be discussed with the vacancy manager on a case-by-case basis if you are successful for the role. 

*Please note: The Darlington Economic Campus is a pioneering new cross-government hub which will bring together people across departments and public organisations to play an active role in the most important economic issues of the day. The work of the Campus will make a real difference to people both across the UK and internationally. There will be substantial career opportunities and exciting prospects - a career at the Campus means you will be working at the heart of Government, with access to the benefits and fantastic opportunities offered by the civil service.  This role is based at DLUHC and we will be joined on the campus by: 

• HM Treasury  

• Department for International Trade 

• Department for Business, Energy and Industrial Strategy  

• Office for National Statistics  

• Department for Education 

For further information on the DEC, please take a look at the attached DEC candidate pack. 

Sift and Interview dates

Sifting is envisaged to take place from 27/11/2023 with interview dates to be confirmed. All interviews are currently being held remotely via videocall. 

Reserve List 

In the event that we identify more appointable candidates than we currently have posts available, we will hold applicant details on a reserve list for a period of 6 months from which further appointments can be made. This may include roles at a lower grade. Candidates placed on a reserve list will be informed of this. Due to the length of time CTC checks can take, our HR Shared Services team will contact reserve list candidates for London based roles to commence CTC checks. Those candidates who do not wish to remain on the reserve list should contact recruitment@levellingup.gov.uk to be removed from the reserve list. 

Before starting your application it’s very important to make sure that you are eligible to apply and meet the Civil Service nationality requirements. All candidates are expected to read the information provided in the DLUHC candidate pack regarding nationality requirements and rules 

Candidate Pack Information 

Please see attached Candidate pack for further information. 

Internal Fraud Database 

The Internal Fraud function of the Fraud, Error, Debt and Grants Function at the Cabinet Office processes details of civil servants who have been dismissed for committing internal fraud, or who would have been dismissed had they not resigned. The Cabinet Office receives the details from participating government organisations of civil servants who have been dismissed, or who would have been dismissed had they not resigned, for internal fraud. In instances such as this, civil servants are then banned for 5 years from further employment in the civil service. The Cabinet Office then processes this data and discloses a limited dataset back to DLUHC as a participating government organisations. DLUHC then carry out the pre employment checks so as to detect instances where known fraudsters are attempting to reapply for roles in the civil service. In this way, the policy is ensured and the repetition of internal fraud is prevented.  

For more information please see- Internal Fraud Register 

Feedback will only be provided if you attend an interview or assessment.

Security

Successful candidates must undergo a criminal record check.

People working with government assets must complete baseline personnel security standard (opens in new window) checks.

Nationality requirements

This job is broadly open to the following groups:

• UK nationals

• nationals of the Republic of Ireland

• nationals of Commonwealth countries who have the right to work in the UK

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities with settled or pre-settled status under the European Union Settlement Scheme (EUSS) (opens in a new window)

• nationals of the EU, Switzerland, Norway, Iceland or Liechtenstein and family members of those nationalities who have made a valid application for settled or pre-settled status under the European Union Settlement Scheme (EUSS)

• individuals with limited leave to remain or indefinite leave to remain who were eligible to apply for EUSS on or before 31 December 2020

• Turkish nationals, and certain family members of Turkish nationals, who have accrued the right to work in the Civil Service

Further information on nationality requirements (opens in a new window)

Working for the Civil Service

The Civil Service Code (opens in a new window) sets out the standards of behaviour expected of civil servants.

We recruit by merit on the basis of fair and open competition, as outlined in the Civil Service Commission's recruitment principles (opens in a new window).

The Civil Service embraces diversity and promotes equal opportunities. As such, we run a Disability Confident Scheme (DCS) for candidates with disabilities who meet the minimum selection criteria.

The Civil Service also offers a Redeployment Interview Scheme to civil servants who are at risk of redundancy, and who meet the minimum requirements for the advertised vacancy.